Department Operations Administrator

Florida Gulf Coast University; North Lake Village (FL); On-site; USD 47,279,000 - 57,852,000; Full time

Job summary

Florida Gulf Coast University is seeking an Administrative Specialist to support the Chair of the Department of Health Sciences. The role coordinates daily department operations, assists faculty and Program Directors, and ensures smooth administrative processes with a professional, service-oriented approach.

The ideal candidate will be organized, proactive, and able to manage multiple tasks while maintaining confidentiality and accuracy in handling department information.

Qualifications

• Requires a high school diploma and four years of full-time related experience.
• Experience operating a personal computer and proficiency with Microsoft Office (Word, Excel, Access and Outlook).
• Any appropriate combination of relevant education, experience, and certifications may be considered.

Responsibilities

• Provides comprehensive administrative support to the Chair including calendar and meeting coordination, telephone and visitor support, and follow-up on departmental matters.
• Responds to requests, coordinates administrative needs, and facilitates timely follow- through for faculty and Program Directors.
• Coordinates day-to-day departmental operations and maintains effective administrative systems, workflows, records, and databases.
• Prepares and coordinates emails, memos, letters, announcements, presentations, spreadsheets, and other department documents.
• Supports students by answering questions and connecting them with faculty or university offices.
• Performs fiscal and transactional tasks including transfers, expenditure reconciliation, fund maintenance, and related financial processes.
• Coordinates purchasing activities including quotes, POs, P-Card documentation, and reconciliations.
• Supports HR processes, coordinating appointment paperwork and searches for faculty and staff.
• Coordinates travel arrangements for department staff, guests, and speakers.
• Prepares reports, presentations, spreadsheets, and forms; may update department website content.
• Assists with meetings and events, including materials and logistics coordination.
• Anticipates needs, identifies issues, and works with leadership and university offices to resolve.
• Maintains confidentiality and professional handling of department information.
• Supervises support staff and coordinates workflow to ensure efficient completion of duties.

Skills

Strategic thinking

Interpersonal skills

Verbal & written communication

Organization & multitasking

Independent work

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office

Ellucian

Banner

Cognis

Gulfline

Job description

Florida Gulf Coast University is seeking an Administrative Specialist to support the Chair of the Department of Health Sciences. The role coordinates daily department operations, assists faculty and Program Directors, and ensures smooth administrative processes with a professional, service-oriented approach.

The ideal candidate will be organized, proactive, and able to manage multiple tasks while maintaining confidentiality and accuracy in handling department information.